Application and Funding Guide 2018

NRF Freestanding, Innovation and

Scarce Skills Development Fund Scholarships

Grants Management and Systems Administration

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TABLE OF CONTENTS

1. INTRODUCTION ...................................................................................................................... 1

2. CONDITIONS OF GRANT ........................................................................................................ 1

3. APPLICATION PROCESS ........................................................................................................ 2

4. HOW TO SUBMIT APPLICATIONS ........................................................................................... 2

5. SCREENING AND REVIEW PROCESSES .............................................................................. 15

5.1 OVERVIEW OF THE SCREENING PROCESS ......................................................................... 15

5.2. OVERVIEW OF THE REVIEW PROCESS ................................................................................ 15

6. APPLICATIONS FEEDBACK AND DISPUTES ........................................................................ 16

7. AWARDEE RESPONSIBILITIES ............................................................................................. 16

7.1 REPORTING ......................................................................................................................... 16

7.2 MANAGING CHANGES DURING THE PROJECT LIFE CYCLE ................................................ 17

7.2.1 CHANGE REQUESTS .......................................................................................................... 17

7.2.1.1 PRIOR APPROVAL REQUESTS ........................................................................................ 17

7.2.1.2 CHANGES IN PROJECT SCOPE, SUPERVISOR OR INSTITUTION ..................................... 17

8. SCIENTIFIC COMPLIANCE .................................................................................................... 17

8.1 METHODOLOGY ................................................................................................................... 17

8.2 INTELLECTUAL PROPERTY RIGHTS .................................................................................... 17

8.3 ETHICS ................................................................................................................................. 18

9. REFERENCES....................................................................................................................... 18

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List of Acronyms

APR Annual Progress Report

DA Designated Authority

GMSA Grants Management and Systems Administration

HEI Higher Education Institution

HICD Human and Institutional Capacity Development

RISA Research and Innovation Support and Advancement

NRF National Research Foundation

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Application and funding guidelines are explained in this document. Applicants must read this document

together with the following document: Framework for NRF Freestanding, Innovation Funds and Scarce

Skills Development Fund (FISS) Masters and Doctoral Scholarships which highlights the eligibility

criteria and requirements of each funding instrument.

For technical online enquiries, please contact the NRF Support Desk during office hours from 08:00

to 16:30 Monday to Friday on telephone 012-481 4202; E-mail: supportdesk@nrf.ac.za.

UP INTERNAL CLOSING DATE

21 JULY 2017

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1. Introduction

This Guide provides an overview of the application process and funding guidelines for the NRF

Freestanding, Innovation and Scarce Skills Development Fund (FISS) Masters and Doctoral

Scholarships funding instruments. It should be read in conjunction with the above-mentioned Framework

document which can be accessed at https://nrfsubmission.nrf.ac.za. The Framework document provides

detailed information with respect to the objectives of the funding instruments and eligibility criteria. This

document does not however, constitute a complete set of the policies, procedures or systems used by the

NRF.

2. Conditions of Grant

The NRF scholarship shall be held as the primary funding. The scholarship may not be held

concurrently with a scholarship from another South African government or NRF administered source.

Scholarships will be awarded for a full year (new awards) depending on the period for which the

scholarship is requested.

The period of support is calculated from the initial commencement date of the level of study, irrespective

on NRF funding or funding received from another NRF funding instrument.

The scholarship-holder will be accepted as a full-time student during the tenure of the scholarship.

Scholarship-holders may not concurrently hold the scholarship with any full-time salaried employment

position.

The scholarship-holder must be registered and based at an accredited South African or an Abroad

Research Institution as a full-time student during the tenure of the scholarship.

The scholarship-holder may hold bursaries, awards, assistantships and receive emoluments from private

institutions in conjunction with the NRF scholarship.

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3. Application Process

The NRF is publishing the NRF Freestanding, Innovation, Scarce Skills Development Fund Masters

and Doctoral Scholarships Call on the NRF website that is accessible online at

https://nrfsubmission.nrf.ac.za. Each applicant is limited to only one (1) application per year. Once an

applicant submits an application, it will be duly authorised and approved by the Designated Authority (DA)

of the research administration at the prospective South African host institution where the applicant intends

to undertake the masters or doctoral research. Applications will be automatically routed to the

institutional DA of the submitting institution for validation on the deadline date determined by individual

institutions. The processing of a successful grant application takes approximately five (5) months from

the closing date of applications until the commencement of funding.

4. How to Submit Applications

Applications may be completed on the NRF Online Submission System at https://nrfsubmission.nrf.ac.za.

Applicants are advised to complete their applications soon after the call opens to prevent IT system

overload nearer the closing date.

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Step 1: This is an electronic submission system and applicants must first register on the NRF Online Submission System,

https://nrfsubmission.nrf.ac.za in order to create and complete an application. If you experience problems accessing the system with your NRF

Online password, use the Reset Password button. If you are not yet registered on the NRF Online Submission System, you must register to

access the application form.

Application screens have screen and application specific instructions to help the applicant work through the sections. Please read the instructions

carefully before completing the section. In an endeavour to have a single application for similar funding instruments, applicants will note that

some categories are not applicable to all funding instruments. The Framework Document will assist applicants figure out what is required per

funding instrument.

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Step 2: After logging onto the NRF Online Submission System, applicants get to the landing page where there is a menu at the top left side of

the screen (tab indicated with blue arrow below). Start by filling in all the sections under My Profile to create a CV. To create a new application,

click on My Applications-Create Application.

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Step 3: Select the funding call for which you are applying on the create application screen, which will open up a new application to complete.

Please note that this should be selected only once. To continue working on an application, go to My Applications - List of Applications.

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Step 4: All sections marked with red asterisks are compulsory. These sections must be completed in order for the final submit button to appear.

Applicants may enter information in the non-compulsory section only if they have information to fill in, such as research outputs. Completed

sections will be indicated by a green tick on the main menu, while incomplete sections will have a yellow cross. The Framework and Application

Guide Documents will be found under the NRF Call Information Documents.

All compulsory sections will guide applicants with error messages. Please follow these messages to complete the sections correctly.

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Step 5: The Degree to be Funded section requires applicants to select either Masters, Doctoral local or Doctoral abroad scholarships. Only SA

and SA permanent residents can be funded to study abroad. Applicants who will be studying full-time must select Full time if they will be studying

on a full-time basis in 2018, failing which the application will be rejected. Students in their second year of Masters or third year of Doctoral studies

in 2017 are not eligible for funding. Please note that awards not taken by 30 June 2018 will be cancelled automatically. Sabbatical Grant

category - FISS applicants are not eligible for sabbatical; please therefore click ‘‘No’ to this question.

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Step 6: The Research Project Information section requires applicants to select the proposed institution. SA Higher Education Institutions (HEI),

including SA national facilities, as well research institutions will be on the list. If the institution to be selected is not amongst those on the drop-

down list, it can be requested by selecting the support tab on the far right at the top of the screen. Please note that it is the applicant’s responsibility

to find an institution and supervisor in South Africa that is willing to host them.

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Step 7: In the Academic Achievement section, please enter the academic average from your previous degree by adding up all your marks and

dividing by the number of courses. If your institution does not provide a mark, please enter pass in the field. The review panel will compare the

scores entered with your academic transcript.

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Step 8: The Details of Research section is one of the most important sections in the application. The section has specific instructions related to

each screen. Follow the instructions to complete the section. Applicants must give a concise overview of the proposed research in this section

as the input is taken into consideration during the assessment of the application. Appropriate literature references must also be included in this

section. It is acceptable to attach a page of literature references. The Scorecard that will be used to assess the application can be viewed in the

Framework Document.

*Please note that the Details of Research section will only mark as complete when all the sub-sections have been completed.

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Step 9: The Science Engagement section is compulsory section. Should applicants not be running any science engagement activities, they

must click on “add” and select “N/A” under “activity” and category”.

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Step 10: The Reference section allows applicants to include academic referees who can comment on the applicant’s academic abilities. On final

submission of the application, the emails containing a reference response are sent automatically to the nominated referees to provide a report

on the academic and research capabilities of the applicant. References required per study level are listed below:

Master’s applicants - Master’s supervisor and an academic referee

Doctoral applicants - Master’s supervisor, Doctoral supervisor and an academic referee

Doctoral Abroad applications will only be considered if the application includes a provisional letter of acceptance for doctoral studies from a

university abroad.

NB: The applicant must periodically view the application PDF to check if a referee has responded to the request.

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Step 11: Person History section is required for statistical purposes by the NRF. It allows the NRF to ascertain who previously received NSFAS

(South African National Student Financial Aid Scheme) funding.

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Step 12: In the Attachment section, please print, certify and then scan all the required documents and submit as a single PDF file. The

applicant is required to attach the following documents:

(i) Certified South African Identity Document or Passport in the case of non-South Africans.

(ii) Certified academic record or, in case of applicants with outstanding fees due to the university, attach an official statement that is stamped

and signed, stating that the transcript is not issued due to outstanding fees owed to the university.

(iii) Proof of National Student Financial Aid Scheme (NSFAS) or University Financial Aid funding for applicants that have indicated that they

were previously funded by NSFAS or University Financial Aid.

(iv) Provisional letter of acceptance from an abroad university, in case of Doctoral Abroad applicants

(v) Applicants with disabilities must upload a medical certificate, in support of the disability.

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Step 13: Applicants must adhere to their institution’s internal closing date for submission of their

applications to allow for internal institutional screening and review. The Institution’s internal

closing date will be determined by the respective research offices or Postgraduate Office and is

usually at least two weeks prior to the NRF’s closing date. DAs ensure that all proposals are screened

and approved through internal institutional processes before submitting the applications to the NRF. The

NRF assumes that the respective DAs are satisfied with the standard of all proposals validated and

submitted, and that the institution approves and supports the proposed research.

Step 14: The final submit button will appear only if all compulsory sections are complete. Press OK to

submit the application. If all the compulsory sections are complete and the final submit button does not

appear, select any section and resave to refresh the application; the final submit button should appear. A

submitted application is automatically routed to the DA in the Research Office of the institution that was

selected, for internal review and validation. Late applications, additional supporting documentation or

information received after the closing date will not be accepted or considered.

The NRF will not process applications that are incomplete, contain insufficient or incorrect detail,

or fail to comply with instruction as such applications will be rejected. The application must be completed

in sufficient detail to allow for a comprehensive review and evaluation by external reviewers. In addition to

the electronic application and required attachments, the NRF may request additional information or

documentation to support an application if required. Failure to supply such information or documentation

upon request may result in the rejection of the application.

5. Screening and Review Processes

5.1 Overview of the Screening Process

All applications validated by institutions and submitted to the NRF are screened by the NRF for compliance

with the eligibility criteria of the Call for applications, as well as the requirements for completing the NRF

Online Submission application. Applications that fail to meet the stipulated requirements will be rejected.

5.2. Overview of the Review Process

The NRF’s peer review policy requires that all applications be subjected to a review process. Applications

submitted to this funding instrument will go through a panel review process.

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5.2.1 Panel Review

Panel members are selected from the NRF database that is updated on a continuous basis, and

other sources. In compiling the review panel, the expertise and experience of individuals in

application adjudication are taken into account. In assessing the application, agreed assessment

criteria are applied in the form of a scorecard (please refer to the Framework Document).

The Review Panel provides recommendations to the NRF and the final funding decision is made

by the NRF. In awarding grants in this funding instrument, the NRF takes into account the

recommendations of the peer review panels, the objectives and targets of the funding instrument,

and the available funds.

6. Applications Feedback and Disputes

Once the review and assessment processes have been completed and the recommended funding decision

has been approved by the NRF, the NRF will publish a list of successful applications on the NRF website,

www.nrf.ac.za/bursaries/calls. The application status online will indicate whether or not the application has

been approved for funding. If your name does not appear on the published list of successful applications it

means that your application was unsuccessful.

The NRF does not provide feedback to all unsuccessful applicants due to the high volume of

applicants within this funding instrument.

Unsuccessful applicants that wish to appeal the funding decision taken by the NRF must follow the

appropriate Appeals Process of the NRF. Appeals for this funding instrument will only be considered two-

three (2-3) months after the official publication date of the results on the NRF website.

7. Awardee Responsibilities

7.1 Reporting

Continued funding beyond the first year is dependent on the submission of an Annual Progress Report

(APR) when the official APR submission publication has been opened on the NRF website. Continued

funding, up to three (3) years, will be considered based on satisfactory progress.

An APR must be submitted by the awardee / grant-holder in a format provided by the NRF, documenting

progress made against set objectives and research outputs. The NRF may, in consultation with the

Research Office, request interim progress reports for the purpose of implementing corrective measures

timeously to ensure that stated objectives are met within stipulated timeframes.

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7.2 Managing changes during the project life cycle

Changes may occur during the project life cycle due to unforeseen and extenuating circumstances.

Please note the following on how to manage the award and subsequent changes (planned or

unanticipated) should they arise during the project life cycle.

7.2.1 Change Requests

7.2.1.1 Prior Approval Requests

Applicants must submit all change requests in writing to the NRF for approval before effecting

any changes. The request must have institutional DA endorsement and be submitted to the

NRF via the Research Office / Post graduate funding Office for approval prior to the change.

7.2.1.2 Changes in Project Scope, Supervisor or Institution

Changes may occur where a project scope, supervisor or institution needs to be changed from

the original research proposal, supervisor or institution respectively. The request must have

institutional DA endorsement and be submitted to the NRF via the Research Office. Such

requests must be forwarded to the NRF 30 days before the change is intended to take place.

8. Scientific Compliance

8.1 Methodology

The student takes scientific responsibility for the research to be undertaken, including its objectives and

the methodology outlined in the project proposal. The student is required to devote the necessary time

to the research project in compliance with the work-plan for the research proposal approved by the

NRF so as to achieve the project’s stated aims and objectives.

8.2 Intellectual Property Rights

The intellectual capital generated by NRF funded research must be appropriately protected and

exploited for the benefit of South Africa. This condition should not interfere with the Intellectual Property

Rights arrangements already made, on condition that the majority of the benefits arising from the

intellectual capital accrue to South Africa and its citizens. This condition is aligned with the Intellectual

Property Rights Act, 1 which will override this condition of grant.

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8.3 Ethics

The student is required to maintain the highest ethical and safety standards in conducting the research,

particularly when human and animal subjects are involved. It remains the responsibility of the project

leader to comply with all relevant regulations in this regard, including those of the institution at which

the research is carried out. An ethical clearance certificate (where applicable) must be submitted to the

NRF in respect of successful applications before funding can be released.

9. References

1. RSA (2008). Intellectual Property Rights from Publicly Financed Research and Development Act

51 of 2008.Government Gazette, 22 Dec 2008. Vol 522, No 3174